Meetings are necessary to coordinate individual efforts, collaborate on joint projects, garner support for ideas, sell ideas, solve problems collectively, make consensus-based decisions and share and explain the information needed to make proper decisions. Essentially, meetings are a gathering of two or more persons to collectively accomplish what one person cannot.

Good meetings aren't accidents - they are the result of good planning. Good meetings are also a result of people working together to ensure they are useful.  At Pulmuone, we want to make the best use of our time.  We all have a lot to do, so we must be mindful and respectful of each other’s time.

Please use the following guidelines for successful meetings.  We expect these guidelines to be used at all sites and during all meetings to ensure consistency between sites and departments. 

The Organizer’s Responsibilities:

1.       Review the list of participants and streamline the list whenever possible.  Each participant should be needed for input on decision making or for sharing of information. Everyone should  exit the meeting thinking that time was well spent.

2.       Provide the participants ample time to prepare for the meeting whenever possible.  Provide clear deadlines and instructions on how,  when and to whom to deliver data or information.

3.       The clock doesn’t dictate how long the meeting will last.  Whenever possible, keep the meetings as short as possible.  But if necessary, finish the meeting  only when the purpose of meeting has been accomplished, even if it goes longer than originally intended.  Don’t forget, meetings are a necessary part of a collaborative work environment and needed to share information and decision making.

4.       Stay on target!  Keep the focus on reaching meeting objective and do not veer off course. Remember, not everyone there may need to be there for “off topics”

5.       Start recurring meetings by reviewing prior meeting open items. Close those items or provide updates

The Participant’s Responsibilities:

1.       Every participant should be punctual. 

     You are not on your own time – you are sharing everyone’s time. If you will be late to a meeting you must inform the meeting Organizer prior to the meeting.  Any tardiness to meetings will be addressed and is not considered acceptable behavior.

2.       If you cannot attend a meeting inform the Organizer in a timely manner; always provide any requested material.  If appropriate, ask a team member to take your place to provide information, guidance and direction on your behalf during the meeting.  Be sure to brief your replacement on the topic and provide necessary information to that person.

3.       Provide requested information in a timely manner.  Provide feedback to the Organizer if you cannot make a deadline.

4.       Do not wander off .  Each participant should be engaged in the meeting and not reading email, talking to others or working other work. 

5.       Participate!  Your input is valuable and important